One More Mile - Cape Cod Athletic Club
One More Mile - Cape Cod Athletic Club
One More Mile - Cape Cod Athletic Club
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<strong>Cape</strong> <strong>Cod</strong> <strong>Athletic</strong> <strong>Club</strong> - July/Oct 2007<br />
Racing Team Expense Reimbursement Policy<br />
Proposal submitted 1 November 2007 for membership review<br />
Comments and clarification requests to Bill Masterson or ccac@cape.com<br />
The CCAC President asked me to draft a proposed policy statement, to be voted upon by the members present at the regular December<br />
meeting of CCAC, to take effect immediately, for CCAC reimbursement of certain expenses incurred by members of CCAC racing<br />
teams. Herewith is the Nov. 1st draft of such a policy, which incorporates ideas contributed by Geof Newton, Bob Eckerson, Tom<br />
Radziewicz, and Jane Lovelette.<br />
PROPOSED CAPE COD ATHLETIC CLUB (CCAC) RACING TEAM EXPENSE REIMBURSEMENT POLICY<br />
I. GOALS<br />
1. To bring glory and recognition to CCAC for excellent performances by CCAC racing teams.<br />
2. To encourage as many members of CCAC as possible to participate in team races.<br />
3. To fairly allocate a portion of the monetary resources of CCAC to the team racing budget.<br />
4. To avoid bankrupting CCAC, given that the Treasurer has effectively managed CCAC money with great success over the past several<br />
years.<br />
5. To ensure that CCAC Teams presents a consistent, professional image when competing on a regional or national stage.<br />
II. WHAT WILL BE REIMBURSED?<br />
1. Entry fees, to a maximum of $40.00 per TEAM MEMBER per race, for races where each leg is no more than 12 miles long. This<br />
means no reimbursement for CCAC teams entered in Boston Marathon, <strong>Cape</strong> <strong>Cod</strong> Marathon, Hyannis Marathon, Chicago Marathon,<br />
New York City Marathon, or any other marathon of 26.22 miles, and no reimbursement for the New Bedford Half-Marathon,<br />
the Hyannis Half-Marathon, or other half-marathons of 13.11 miles. It would allow reimbursement for entry fees in marathon RE-<br />
LAYS and other relays, such as Reach The Beach and Lake Winnepesaukee, for example, where each leg is no more than 12 miles<br />
long.<br />
III. WHAT WILL NOT BE REIMBURSED?<br />
1. Travel expenses, such as airfare, vehicle rental, meals, lodging, mileage, gasoline or other fuels, tolls, parking, etc.<br />
2. Expenses for team uniforms or other clothing, except as provided under Special Incentives under item VIII.2.<br />
3. Monetary compensation to team members, except as provided under Special Incentives under item VIII.3.<br />
4. Any expenses for any races that do not have a recognized team-scoring component.<br />
5. Any expenses in excess of the first $4,000.00 spent under this Expense Reimbursement Policy in a calendar year; that is, first come,<br />
first served.<br />
IV. WHO IS A CCAC TEAM MEMBER?<br />
1. A CCAC team member is a person whose dues are current on race day; this means they have paid dues of at least $20.00 during the<br />
365 day period preceding race day.<br />
2. Entry fee reimbursement will be made only for members of teams where ALL race team members are paid-up members of CCAC,<br />
and where ALL race team members complete the race and the team gets an official team score. Since many team entry fees are $20<br />
or more, it will behoove a non-member to pay the $20.00 ahead of time and join CCAC, to get the benefit of having CCAC pay the<br />
race team entry fee. CCAC will pay the entry fees only when the team successfully finishes the race, and the team NAME includes<br />
CCAC in the team name. Creative names are not encouraged. CCAC team recognition is encouraged. Names such as CCAC, or<br />
CCAC 40+, or CCAC 50+, or CCAC 60+, etc. are satisfactory.<br />
3. If the team competition is a USA Track & Field (USATF) or USA Triathlon (USAT) competition, the CCAC team member must<br />
also be a paid-up member on race day of the relevant governing organization.<br />
V. PROCEDURE FOR EXPENSE REIMBURSEMENT<br />
1. The team captain will submit the names of team members to the CCAC MEMBERSHIP OFFICER (currently Tom Nally:<br />
pnally@capecod.net) at least 30 days before the race date. The membership officer will confirm by e-mail which names are currently<br />
paid up, with a copy sent to the CCAC TREASURER (currently Tom Radziewicz: dirkradz@ix.netcom.com), and to the<br />
CCAC Race Team Coordinator (currently Bill Masterson: wmasterson@capecod.net). Any team members who are NOT currently<br />
paid up will prevent the team from qualifying for reimbursement until such time as the CCAC Treasurer has received the current<br />
dues payment (currently $20.00) from the expired member, and such dues payment must be made before race day.<br />
2. CCAC Team Members will pay the entry fees out of their own funds and the TEAM CAPTAIN will seek reimbursement from the<br />
CCAC Treasurer on behalf of all team members as provided in item V.1. Any exceptions to this rule will be governed by item VII.2<br />
under the Exceptions Rule below which requires the requestor to apply in person at a regular monthly meeting of CCAC more than<br />
30 days prior to the race date.<br />
3. In the event that the team does not complete the race, or receives no official score, the TEAM CAPTAIN shall be liable to reimburse<br />
CCAC within 30 days after race day for the amount, if any, of the team entry fee advanced by the CCAC Treasurer.<br />
4. For team races where CCAC does not pay the entry fee in advance, CCAC will reimburse the TEAM CAPTAIN upon request<br />
within 30 days after the race, provided that the Team Captain verifies that all team members completed the race, and follows the<br />
procedure in item V.1. It will be the responsibility of the TEAM CAPTAIN to distribute the reimbursements to each of the team<br />
members.<br />
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